Executive Office Administrator
This position provides high-level, confidential executive support to the President/CEO and Executive Leadership team. In collaboration with the team, this role manages special projects to further the strategic goals of the organization. As the Board Administrator, this role plans, organizes and executes all board and committee functions to fulfill the board’s governance obligations and is the primary point of contact for the Board of Directors.
Essential Duties and Responsibilities:
Executive Office Administrator:
- Proactively manage President/CEO’s obligations to the Board of Directors, staff, and stakeholders.
- Manage the President/CEO’s calendar, scheduling internal and external meetings with multiple attendees and other senior leaders.
- Works closely with the President/ CEO and Sr. Vice President of Marketing & Business Development on strategic project planning.
- Support President/CEO's research and communications (presentations and special projects) to the Board of Directors.
- Manage the logistics for several internal and external committee meetings and provide necessary background information as well as develop or coordinate advance meeting materials. Take accurate minutes, disseminate meeting material, and track follow up items.
- Lead the development and execution of special projects in collaboration with Executive Leadership and Leadership Council.
- Co-facilitate the Member Advisory Council and the Collaboration Committee Meeting.
- Manages request for assistance and information from stakeholders, members, and participants, staff and the public in a manner that reflects positively on the agency.
- Provides assistance/support to members of Executive Leadership.
- Provides back up support to other Executive Assistances as needed.
- Performs other related activities in accordance with agency growth and changes
- In collaboration with the Board Chair and President/CEO, develop board and committee agendas.
- In partnership with the Board Chair and President/CEO, develop board and committee meeting schedules and the annual board calendar.
- Prepare and edit board and committee meeting materials (including board reports, PowerPoint presentations, and action item updates).
- Write, distribute, and archive accurate board and committee meeting minutes to establish the legal history of the organization. Ensure that board and committee work follows the annual calendar to fulfill governance responsibilities.
- Draft board motions, notices, and resolutions in conjunction with the President/CEO and Board Chair.
- Monitor board compliance with the organization’s bylaws. Support the overall execution of board governance which includes reviewing committee charters, administering annual performance evaluations and reviewing policies.
- In collaboration with the Executive and Governance Committee and President/CEO, identify gaps in expertise to inform board recruitment. Help build and maintain a list of board recruitment targets and research potential board members.
- Coordinate orientation for new board members.
- Maintain regular contact and relationships with board members and past directors.
- Draft and send regular board communications regarding CODAC news, progress towards goals, upcoming meetings, and events.
- Represents CODAC at community outreach events, including on occasional evenings and weekends.
- Assists in coordination of staff and member engagement and appreciation activities.
- Assists in coordination of fundraising/development activities; completes donation acknowledgement letters in a timely manner.
- Coordinates meetings, retreats, special events, travel, and conferences.
- Arranges, coordinates and provides appropriate support for special functions or projects.
- Manages requests for assistance and information from stakeholders, members, and participants, staff, and the public in a manner that reflects positively on the agency
Skills / Requirements
- Bachelor's degree in Business Administration, Management, Organizational Management or related field, preferred
- Five (5) years’ administrative experience
- Valid Arizona Driver’s license, proof of current insurance and willingness to use personal vehicle.
- Motor Vehicle Record - no more than 2 moving violations or a license suspension in past 3 years.
- Outstanding verbal and written communication skills.
- Ability to build and manage relationships with Executive Leadership, the Board of Directors, staff, and stakeholders.
- Excellent interpersonal skills and demonstrated ability to maintain strict confidentiality and discretion regarding sensitive information.
- Strong analytical ability with respect to data and dashboards. Strong research skills.
- Advanced Microsoft Office and Adobe Pro skills. Ability to smoothly run virtual meetings via ZOOM and Microsoft Teams. Comfortable with using technology to create efficient business processes.
- Excellent calendaring skills for complex meetings.
- Strong grasp of CARF governance standards.
- Ability to work proactively with minimal to no supervision and exercise a positive, “can do” attitude. Flexible and able to meet tight deadlines with ease.
- Outstanding planning, logistical and project management skills.
- Understanding of Arizona Medicaid system, especially managed care, and provider relations in addition to provider contracts and payment methodologies.